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2025-02-10 Community Council Meeting Minutes

2025-02-10 Community Council Meeting Minutes

 

Attendees

@Kemner-Heek, Kirstin , @Joseph Grobelny , @Simeon Warner , @Edwin Pretz @Rachael Kotarski , @Christopher Spalding , @Shawn Nicholson , @Johanna Radding , Stephen Pampell

Guests: @Maccabee Levine , @Kristin Martin

Regrets:

Note Taker: @Mike Gorrell

Discussion items

Item

Who

@Notes

Item

Who

@Notes

Meeting schedule reminder

@Simeon Warner

Note taker for Feb 24

@Rachael Kotarski has volunteered

FOLIO DevOps Support - quarterly report

@Mike Gorrell

Previous report: https://folio-org.atlassian.net/wiki/x/KICXGQ

  • The team spent 374.8 hours supporting the community October 2024 through January 2025.

  • Activity included

    • Migrate Maven build pipelines from Jenkins to GitHub Actions Workflows

    • Developer support for Ramsons

    • General maintenance of infrastructure (patches, updates, etc.)

  • Efforts and Plans to support of Eureka

    • No longer planning on moving Jenkins workflows to Github actions for Okapi-based builds.

    • DevOps team participating in the Eureka Adopters group (EBSCO responding to issues from GBV, Index Data, and TAMU)

    • Current timeline and goals

      • Want to have Eureka platform up by end of March

      • Will fine tune and optimize after that

      • Goals:

        • Reference environments that the community can rely on

        • Verify and flesh out Eureka issues for non-EBSCO hosting entities

        • Build tooling and documentation that the community can leverage (including a ‘single server’ deployment )

Discussion

  • Jenkins to GH actions work - don’t want to focus on Okapi now, will pick this up only for Eureka. May revisit, but likely not putting efforts in Okapi-based builds/workflows

  • Are there other early adopters with comments on Eureka - Kirtsin notes giving regular updates to PC, have done KeyCloak and Kong, working on other things. More work than thought in environments different from EBSCO assumptions. Regular meetings with EBSCO and other early adopters on Wednesdays

  • 375 hours. Does that include any of Peter’s OLF work? Asking because of additional projects coming in to OLF and want to track and handle that – Peter's work is completely separate, he is logging OLF work distinct from FOLIO work

  • Mike will start giving monthly updates on Eureka work

  • Next full update in April

  • Simeon raises the issue of Index Data’s agreement/work and the term (currently ends June 30, 2025). Does Index Data want to retain this relationship with the community (Mike says yes) - and likewise does it seem to be a good thing from the CC’s perspective. After discussion Simeon suggests that we move to an annual contract. Comments that it make sense and seems like the right way to go. Simeon and Christopher will work with Mike to come up with a proposal to be approved in April.

Updates from Tri-council Chairs Meeting

@Simeon Warner

2025-02-03 Tri-Council Chairs Meeting Notes

  • Agreed communication approach for Eureka adoption that was agreed by all 3 councils

  • Working on draft agenda for in-person DC summit

  • Set next Community Update Meeting for Friday, Apr 25 at 11am ET, see FOLIO Community Updates

Notes:

  • Simeon points out that all three councils have highlighted Eureka adoption (with the provision that if the Eureka Adopters find issues things can be delayed.

Governance Review - Proposed Update

@Simeon Warner @spampell

Proposed minor revisions tidy attached: https://folio-org.atlassian.net/wiki/download/attachments/709754881/2024 FOLIO Governance Review - Clarficiations Proposal 2025-02-03.docx?api=v2

  • How to review?

Notes

  • Stephen and Simeon spent time running through people’s comments and making adjustments so that things are clearer, more consistent and aligning with current practice, but not effecting any substantive changes to the governance model.

  • Proposed pulling out the characteristics of potential members (to be moved somewhere else) - not really governance and keeps the doc shorter.

  • Can we ‘affirm’ this new version before we meet in Washington DC, starting with CC? Mike suggests assigning the task of approving or making specific feedback by the next CC meeting. General thumbs up for that idea.

  • Kristin suggests that we reviewers hold off on making suggests that require deeper analysis and discussion so that we can save those more complicated discussions for another time.

  • Action: CC to review the document ahead of the next meeting so that we can discuss then accept (or not) the document.

  • Christopher suggest that we take the agreed-to clean copy into the DC meeting for discussion, even if the other councils haven’t had time to confirm support of the new document.

  • Maccabee notes that the document seems to add more detail around quorum, majority and voting. Simeon and Stephen point out that the changes were an attempt to clarify and not attempting to make changes. Maccabee notes that the TC has had a lot of discussion about words like ‘majority’ and ‘quorum’ and how ‘abstain’ votes counted or not to majorities. So -the review of this document in the TC might resurface those discussions.

  • Kristin Martin notes that how the PC votes does not seem to be quite the same as the TC

Plan for the remainder of FY25

@Christopher Spalding @Simeon Warner

  • See Community Council Calendar

    • WOLFcon planning

    • Budget planning

    • Elections and active recruitment

    • FY26 goals

  • Topics to discuss

    • Review developer advocate role and consider filling

    • Think about how to increase membership, membership has decreased but number of institutions adopting FOLIO has increased

Notes

  • This effort is just starting

  • Simeon mentions as an example that something we need to nail down is timing of Elections

    • @Joseph Grobelny notes that he’s part of the Election committee and he’s reaching out to TC and PC

  • Relative to WOLFcon planning

    • Typically the FOLIO WOLFcon coordinator will reach out to councils for their needs

    • Unsure who the coordinator is at this point for FOLIO, but people are talking to @Jesse Koennecke and information will flow soon

  • Budget